Free NCR template: non-conformance report and register

Record a non-conformance from finding to close-out: location, ITP or hold point, the specification clause, what is wrong, root cause, disposition, corrective and preventive action, and verification. Each NCR is a form; together they make your NCR register. No sign-up.

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Numbers NCRs for you
Print one NCR as a form
Flags overdue NCRs
Export PDF, Excel and CSV

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What a non-conformance report is

A non-conformance report (NCR) records work, material or a process that does not meet the specification, the drawings or a standard. It says what was required, what was found, why it happened, what will be done about it and how the fix was checked.

NCRs usually come out of inspections and tests under an Inspection and Test Plan: a hold point is not released, a test fails, or a delivery is rejected. The NCR register lists them all, so the client and the quality manager can see what is open, and nothing is covered up before it is resolved.

When to raise an NCR

An inspection or hold point under an ITP finds work that does not meet the specification.
A test result fails, such as concrete strength, compaction or a pressure test.
Delivered material is damaged or not what was specified.
Work was done without a required inspection or approval.
A defect is serious enough to need a formal disposition rather than a punch list item.

How to fill in an NCR

1. Add the NCREach new NCR gets the next number (NCR-001, NCR-002 …) and opens as a form. Give it a short title, the location and the ITP or hold point where it was found.
2. State the requirementName the specification clause or drawing, then describe what was required and what was found, with measurements where you have them.
3. Find the root causeRecord why it happened, not only what happened. The root cause drives the preventive action.
4. Agree the dispositionChoose rework, repair, use as is or reject, and record who approved it. Use as is and repair usually need the designer or client to agree.
5. Act and verifyRecord the corrective action, the preventive action, who does it and by when. Once fixed, record how it was checked, who verified it and the date closed.
6. Print or exportPrint one NCR as a form to send for approval, or export the whole register to Excel, CSV or PDF for the quality report.

NCR fields explained

Project

ProjectRequired: The project the non-conformances belong to.
Project number: Your job or contract number.
Client: The client or principal who receives the NCRs.
Register kept by: Who maintains the NCR register, usually the quality manager or site engineer.

Non-conformance reports

NCR number: Filled in automatically (NCR-001, NCR-002 …). You can type your own numbering instead.
TitleRequired: A short name for the non-conformance, shown in the register.
Location: Where the work is: lot, area, level, grid or chainage.
ITP or hold point reference: The Inspection and Test Plan and the inspection or hold point where the problem was found.
Specification clause: The clause, drawing or standard the work does not meet.
Raised byRequired: Who found and recorded the non-conformance.
Date raised: The day it was found.
Severity: Minor when the work can be corrected easily; major when it affects strength, safety, function or the client’s acceptance.
Description of non-conformanceRequired: What is wrong, measured against the requirement: what was specified and what was found.
Root cause: Why it happened, for example the wrong drawing revision was used or a check was skipped.
Disposition: What happens to the work: rework it to the specification, repair it to an agreed method, use it as is with approval, or reject and replace it.
Disposition approved by: Who agreed the disposition, for example the designer or superintendent.
Corrective action: The work done to fix this non-conformance.
Preventive action: The change that stops it happening again, such as a procedure, toolbox talk or extra check.
Action by: Who must carry out the corrective action.
Target close-out date: When the NCR should be closed. Open NCRs past this date show as overdue.
Close-out verification: How the fix was checked, for example a re-inspection or test result, with its record reference.
Verified by: Who checked the fix and closed the NCR.
Date closed: The day the NCR was closed.
Status: Open, Disposition agreed, Awaiting verification (the fix is done and needs checking) or Closed.

Sample NCR register

Four NCRs on a residential build, one for each disposition, from open to closed. Load them and open an NCR to see a completed form.

NCR register — Riverside Apartments: Non-conformance reports
NCR number	Title	Location	ITP or hold point reference	Specification clause	Raised by	Date raised	Severity	Description of non-conformance	Root cause	Disposition	Disposition approved by	Corrective action	Preventive action	Action by	Target close-out date	Close-out verification	Verified by	Date closed	Status
NCR-001	Cover to slab reinforcement below specification	Level 2 slab, grids C to D	ITP-03 Concrete, hold point 4 (pre-pour)	Specification 03300 clause 3.4; drawing S-201	Priya Shah	14 Oct 2026	Major	Bottom cover measured at 20 to 25 mm over about 6 m² near grid C3. Specified cover is 40 mm.	Bar chairs of the wrong height were delivered and used on this section.	Rework	Ortiz Engineers	Reinforcement lifted and re-chaired with 40 mm chairs across the affected area.	Chair height added to the delivery check and to the pre-pour checklist.	Reo Fix Co	15 Oct 2026	Cover re-measured at 40 to 45 mm; hold point released, record ITP-03-HP4-0215.	Priya Shah	15 Oct 2026	Closed
NCR-002	Blockwork core filling incomplete	Basement, wall W4	ITP-05 Masonry, witness point 2	Drawing S-110 note 6	Sam Taylor	29 Oct 2026	Major	Inspection openings show three cores not fully grouted between 1.2 m and 1.8 m height.	Grout lift too high for the pump hose to reach the bottom of the cores.	Repair	Ortiz Engineers	Drill and pressure-grout the three cores to the engineer’s method statement.	Grout lifts limited to 1.2 m; extra inspection openings at each lift.	Apex Masonry	4 Nov 2026				Awaiting verification
NCR-003	Paint colour does not match the finishes schedule	Level 1 lobby	ITP-12 Painting, inspection 3	Finishes schedule FS-02	Hart Architects	3 Nov 2026	Minor	Feature wall painted in a shade close to, but not, the scheduled colour.		Use as is	Riverside Developments				12 Nov 2026				Disposition agreed
NCR-004	Dented stormwater pipe delivered	Laydown area	ITP-08 Stormwater, receiving inspection	Specification 02630 clause 2.1	Alex Nguyen	5 Nov 2026	Minor	One 6 m length of 375 mm pipe has a dent about 30 mm deep near the socket.		Reject				Pipe supplier	10 Nov 2026				Open

Free NCR template or the TaskRox QA module

The free template is a full NCR form and register you keep yourself in one browser. In the TaskRox QA module, an NCR is a shorter project record that is connected to test requests, ITPs, defects and closeout.

Free NCR form template

Full NCR form: root cause, disposition, corrective and preventive action, verification
Numbered NCR-001 in this register
Text only
You type the ITP reference
Overdue count in this register
Export this register to Excel, CSV or PDF

TaskRox QA module

NCR records with title, description, type, discipline, lot number, due date and status
Numbered automatically for each project (NCR-0001)
Evidence photos and a comment thread on each NCR
Raise an NCR from a failed test request, attach NCRs as ITP evidence, and escalate a defect to an NCR
Open NCRs are counted in the project closeout check
Export the filtered NCR register to Excel or CSV

What the TaskRox QA module does not do today

It has no fields for location, specification clause, root cause, disposition, corrective action, preventive action or close-out verification.
It does not produce an NCR form or PDF; use this free template for the formal report.
Its NCR statuses are open, in progress, closed and void, with no approval step.

Start a free TaskRox trial 14-day free trial, no credit card.

NCR questions

Is this NCR form template really free?

Yes. There is no account, no trial period and no download. Open the page and start typing. You only need a TaskRox account if you want to run the NCR form with your team inside a project; that starts with a 14-day free trial, no credit card.

What should a non-conformance report include?

A unique number, where the work is, the inspection or hold point that found it, the requirement not met, a factual description, the root cause, the disposition and who approved it, the corrective and preventive action, and how the fix was verified and when the NCR was closed.

What do rework, repair, use as is and reject mean?

Rework brings the work back to the specification. Repair makes it acceptable by an agreed method that differs from the specification. Use as is accepts the work unchanged, with approval. Reject means it is removed or replaced.

What is the difference between corrective and preventive action?

Corrective action fixes this non-conformance. Preventive action changes the process, a check or a procedure so the same problem does not happen again.

How do I send one NCR as a form?

Open the NCR’s menu and choose Print as a form. It prints that NCR with the project details on one page, ready to save as a PDF and send for approval.

How does it work with an Inspection and Test Plan?

Record the ITP and the inspection or hold point in the ITP reference field. To build the ITP itself, use the free Inspection and Test Plan builder.

How many NCRs can it hold?

Up to 500 NCRs in one NCR form. For a larger register, or one the whole team edits at once, use the TaskRox module it is based on.

Where is my NCR form saved?

In your browser's local storage on the device you are using. It saves automatically as you type and is not sent to TaskRox. Clearing your browser data deletes it, so export a CSV or Excel copy, or copy a share link, if you want a backup.

Can I open it in Excel or save it as a PDF?

Yes. Export an Excel workbook (.xlsx), a CSV file for Excel or Google Sheets, or a PDF through your browser's print dialog. Every export carries a small line naming the free tool. You can also import a CSV back in, for example a NCR form you kept in a spreadsheet.

How do I share the NCR form?

Choose Share and copy the link. Everything is packed inside the link itself, after the # sign. Browsers do not send that part of a link to a server, and the TaskRox page analytics are set to ignore it. Anyone with the link opens their own copy to edit; your copy does not change.